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• Navigate the program windows and use the Ribbon • Format text in Word and work with templates • Build spreadsheets, sort data, and create charts • Develop and assemble a PowerPoint sl

Office 2010

Are you new to computers? Does new technology make

you nervous? Relax! You’re holding in your hands the

easiest guide ever to Office 2010 — a book that skips

the long-winded explanations and shows you how

things work All you have to do is open the book and

discover just how easy it is to get up to speed

• Navigate the program windows and use the Ribbon

• Format text in Word and work with templates

• Build spreadsheets, sort data, and create charts

• Develop and assemble a PowerPoint slide show

• Create a database and work with forms and tables

• Manage your schedule and e-mail with Outlook

• “Simplify It” sidebars offer real-world advice

• Succinct explanations walk you through step by step

• Full-color screen shots demonstrate each task

• Self-contained, two-page lessons

make learning a snap

to Learn

Look Inside!

OFFICE 2010

by Kate Shoup

®

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO

REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS

OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE

NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM

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Published simultaneously in Canada

Copyright © 2010 by Wiley Publishing, Inc., Indianapolis,

Indiana

No part of this publication may be reproduced, stored in a

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Wiley, the Wiley Publishing logo, Visual, the Visual logo,

Simplified, Read Less - Learn More and related trade dress

are trademarks or registered trademarks of John Wiley &

Sons, Inc and/or its affiliates Microsoft is a registered

trademark of Microsoft Corporation in the U.S and/or other

countries All other trademarks are the property of their

respective owners Wiley Publishing, Inc is not associated

with any product or vendor mentioned in this book.

Disclaimer

In order to get this information to you in a timely manner,

this book was based on a pre-release version of Microsoft

Office 2010 There may be some minor changes between

the screenshots in this book and what you see on your

desktop As always, Microsoft has the final word on how

programs look and function; if you have any questions or

see any discrepancies, consult the online help for further

information about the software.

About the Author

Freelance writer/editor Kate Shoup has authored 20 books and

edited scores more Recent titles include Windows 7 Digital

Classroom, Teach Yourself VISUALLY Outlook 2007, Office 2007: Top

100 Simplified Tips & Tricks, and Internet Visual Quick Tips When not

working, Kate loves to ski (she was once nationally ranked), read, and ride her motorcycle — and she plays a mean game of 9-ball

Kate lives in Indianapolis with her daughter and their dog.

Table of Contents

1

Office Basics

Start and Exit Office Applications 4

Navigate the Program Windows .6

Work with the Ribbon 8

Customize the Quick Access Toolbar 10

Find Help with Office 12

Part I: Office Features 2 Working with Files Create a New File 14

Save a File 16

Open a File 18

Print a File 20

Select Data 22

Cut, Copy, and Paste Data 24

View Multiple Files 26

3 Office Graphics Tools Insert Clip Art 28

Insert a Picture 30

Resize and Move Objects 32

Rotate and Flip Objects 34

Crop a Picture 36

Add a Picture Effect .38

Make Image Corrections 39

Working with Office Files Online

Create a New Workspace 46

Upload a File to Office Live Workspace 48

Create a New File in Office Live Workspace 50

Edit a File in Office Live Workspace 52

Share a Workspace 54

View Shared Workspaces 56

Delete a File from Office Live Workspace 57

Make Color Adjustments 40

Apply Artistic Effects 41

Create a WordArt Object 42

Add SmartArt 44

5 Adding Text Change Word’s Views 60

Type and Edit Text 62

Insert Quick Parts 64

Insert Symbols 66

Create a Blog Post 68

Part II: Word 6 Formatting Text Change the Font, Size, and Color 70

Align Text .74

Set Line Spacing 75

Indent Text 76

Set Tabs 78

Set Margins 80

Table of Contents

7

Adding Extra Touches

Assign a Theme .90

Add Borders 92

Create Columns .94

Insert a Table 96

Apply Table Styles .98

Insert an Excel Spreadsheet 99

Add Headers and Footers 100

Insert Footnotes and Endnotes 102

Insert Page Numbers and Page Breaks 104

Mark Index Entries 106

Generate an Index .108

Generate a Table of Contents 110

Create a Bibliography 112

8 Reviewing Documents Find and Replace Text 114

Scan Document Content .116

Check Spelling and Grammar 118

Work with AutoCorrect 120

Use Word’s Thesaurus and Dictionary 122

Translate Text 124

Create Lists 82

Copy Formatting 84

Clear Formatting 85

Format with Styles .86

Apply a Template 88

Track and Review Document Changes .126

Compare Documents 128

Insert Comments 130

9 Building Spreadsheets Enter Cell Data 134

Select Cells 136

Faster Data Entry with AutoFill 138

Turn On Text Wrapping 140

Center Data Across Columns .141

Adjust Cell Alignment 142

Change the Font and Size 144

Change Number Formats .146

Increase or Decrease Decimals 147

Add Borders 148

Format Data with Styles 150

Apply Conditional Formatting 152

Add Columns and Rows 154

Resize Columns and Rows 156

Freeze a Column or Row 157

Name a Range 158

Delete Data or Cells .160

Part III: Excel 10 Worksheet Basics Add a Worksheet .162

Name a Worksheet 163

Change Page Setup Options 164

Move and Copy Worksheets .166

Delete a Worksheet 167

Find and Replace Data .168

Sort Data 170

Table of Contents

11

Working with Formulas and Functions

Understanding Formulas 180

Create a Formula .182

Apply Absolute and Relative Cell References 184

Understanding Functions 186

Apply a Function .188

Total Cells with AutoSum 190

Audit a Worksheet for Errors 192

Add a Watch Window 194

12 Working with Charts Create a Chart 196

Move and Resize Charts 198

Change the Chart Type 200

Change the Chart Style 201

Change the Chart Layout 202

Add Axis Titles 203

Format Chart Objects 204

Add Gridlines 206

Change the Chart Data 207

Use Sparklines to View Data Trends 208

Filter Data 172

Track and Review Worksheet Changes 174

Insert a Comment 178

Creating a Presentation

Create a Photo Album Presentation 212

Create a Presentation with a Template 214

Build a Blank Presentation 216

Change PowerPoint Views 218

Insert Slides 220

Change the Slide Layout 221

Create a Custom Layout 222

14 Populating Presentation Slides Add and Edit Slide Text 224

Change the Font, Size, and Color 226

Apply a Theme 230

Set Line Spacing 231

Align Text .232

Add a Text Box to a Slide .233

Add a Table to a Slide 234

Add a Chart to a Slide 236

Add a Picture to a Slide 238

Add a Video Clip to a Slide 240

Move a Slide Object 242

Resize a Slide Object 243

Part IV: PowerPoint Assembling and Presenting a Slide Show Reorganize Slides 244

Reuse a Slide 246

Define Slide Transitions 248

Add Animation Effects 250

Create a Custom Animation 252

15

Table of Contents

16

Database Basics

Understanding Database Basics 266

Create a Database Based on a Template 268

Create a Blank Database 270

Create a New Table 272

Change Table Views 274

Add a Field to a Table 276

Delete a Field from a Table 277

Hide a Field in a Table 278

Move a Field in a Table 279

Create a Form 280

Change Form Views .282

Move a Field in a Form 283

Delete a Field in a Form .284

Apply a Database Theme 285

Part V: Access Record Narration 254

Set Up a Slide Show 255

Create Speaker Notes 256

Rehearse a Slide Show 258

Run a Slide Show 260

Package Your Presentation on a CD 262

17 Adding, Finding, and Querying Data Add a Record to a Table 286

Add a Record to a Form 288

Navigate Records in a Form 290

Search for a Record in a Form 291

Delete a Record from a Table .292

Delete a Record from a Form 293

Sort Records 294

Filter Records 296

Apply Conditional Formatting 298

Perform a Simple Query 300

Create a Report 304

18 Organizing with Outlook View Outlook Components .310

Schedule an Appointment 312

Schedule a Recurring Appointment .314

Schedule an Event 316

Create a New Contact 318

Create a New Task .320

Add a Note .322

Organize Outlook Items 324

Perform an Instant Search 326

Customize the To-Do Bar 327

Part VI: Outlook E-mailing with Outlook Compose and Send a Message 328

Send a File Attachment 330

Read an Incoming Message 331

Reply To or Forward a Message 332

Add a Sender to Your Outlook Contacts 334

Delete a Message 335

View Conversations 336

Clean Up a Conversation 338

19

Table of Contents

20

Publisher Basics

Create a Publication 346

Create a Blank Publication 348

Zoom In and Out 350

Add Text 352

Add a New Text Box 353

Add a Picture to a Publication 354

Part VII: Publisher Ignore a Conversation 339

Screen Junk E-mail 340

Create a Message Rule .342

21 Fine-Tuning a Publication Change the Font, Size, and Color 356

Apply a Text Effect 360

Change Text Alignment 361

Add a Border 362

Control Text Wrap 363

Link TextBoxes 364

Move and Resize Publication Objects 366

Edit the Background 368

Add a Building Block Object 370

Create a Building Block Object 372

Taking Notes with OneNote

Navigate OneNote 376

Type and Draw Notes 378

Paste a Picture into OneNote 380

Attach Files to Notes 381

Insert a Screen Clipping 382

Record an Audio Note 384

Part VIII: OneNote Organizing and Sharing Notes Create a New Notebook 386

Create a New Section .387

Create a New Page 388

Rename Sections and Pages 390

Group Sections 392

Search Notes .394

E-mail a Note Page 396

Convert Notes to PDF or XPS Format 397

23

Part I II I

Office Features

In Office 2010, the applications

share a common look and feel

You can find many of the same

features in each program, such

as the Ribbon, the Quick Access

toolbar, various program

window controls, and the File

tab Many of the tasks you

perform in Office, such as

creating new files, opening

existing files, working with text

and data in files, saving files,

printing files, and executing

commands, involve similar

processes and features

throughout the Office suite In

this part, you learn how to

navigate the common Office

features and perform basic Office tasks.

Part I I I Chapter 1: Office Basics 4

Chapter 2: Working with Files 14

Chapter 3: Office Graphics Tools 28

Chapter 4: Working with Office Files Online 46

1 2

3 4

• The program that you selected

opens in a new window

Note: See the next section to

learn how to identify different

areas of the program window.

Start an Office Application

1 Click Start.

2 Click All Programs The All

Programs menu option

changes to a Back menu

option

3 Click Microsoft Office.

4 Click the name of the program

that you want to open

Start and Exit Office Applications

Before you can begin working with a Microsoft

Office application, also called a program, you

must open the application.

There are a few ways to start an application

One is to launch it from the Start menu, as

described in this task Another is to double-click

the program’s shortcut icon on the desktop

(You learn how to create a shortcut icon for a program in the tip at the end of this section.) When you finish your work, you can close the program If applicable, you can save your work before exiting a program completely.

Start and Exit

Office Applications

O FFICE F EATURES

1

2

How do I create a shortcut icon for an Office application?

To create a shortcut icon that appears on the Windows desktop, follow these steps:

1 Right-click a blank area of the

desktop and click New and then Shortcut.

The Create Shortcut dialog box appears

2 Click Browse, navigate to the

Office program, click the

filename, and click OK.

Exit an Office Application

1 Click the Close button ( )

• You can also click the File tab and then click Exit.

If you have not yet saved your work, the program prompts you to do so before exiting

2 Click Save.

The program window closes

• If you click Don’t Save, the

program closes without saving your data

• If you click Cancel, the

program window remains open

2

3 4

5

All Office programs share a common

appearance and many of the same features

These features include a Ribbon, which appears

instead of the menus and toolbars found in

previous versions of Microsoft Office; a Quick

Launch toolbar, which features a customizable

set of frequently used commands; and scroll

bars, which you can use to navigate an open file in a program window When you learn how

to navigate one Office program, you can use the same skills to navigate the others If you are new to Office, you should take a moment

to familiarize yourself with the suite’s various on-screen elements.

Navigate the

Program Windows

Title Bar

Displays the name of the

open file and the Office

program.

Quick Access

Toolbar

Displays quick access

buttons to the Save,

Undo, and Redo

commands.

File Tab Menu

Click to display a menu

of file commands, such

as New and Open.

Ribbon

Displays groups of related

commands in tabs Each tab

offers buttons for performing

common tasks.

Status Bar

Displays information about the current worksheet or file.

Program Window Controls

Use these buttons to minimize the program window, restore the window to full size, or close the window.

Office Basics 1

O FFICE F EATURES

Formula Bar

This appears only in

Excel Use this bar to

type and edit formulas

and perform calculations

on your worksheet data.

Work Area

The area where you add

and work with data in a

program Depending on

the Office program, the

work area may be a

document, a worksheet,

or a slide.

Document Window

Controls

Use these buttons to

minimize or restore the

current document within

Use this feature to zoom your view of a document.

Scroll Bars

Use the vertical and horizontal scroll bars

to scroll through the item shown in the work area, such as a document or worksheet.